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Policies and Procedures
Unclassified Employees
Performance Management Process
for Administrative and Professional Employees
(06/12/2011)


Performance Management Process - Generally

Pittsburg State University values the importance of a Performance Management Process (PMP) that meets the following goals and objectives:

  1. Establish the process for continuous employee development.

  2. Increase communication between the supervisor and employee about performance-related issues.

  3. Familiarize the employee with how the position is aligned with the unit's mission and strategic plan as well as the University's mission and strategic plan.

  4. Provide a formal process for the supervisor and employee to establish position-specific or professional goals and objectives for the review period.

  5. Include input from the employee in setting goals and objectives and assessing performance.

  6. Provide information about employee performance to use for decisions involving salary, merit salary increases, promotions and terminations.

Each Vice President and Division Head is responsible for ensuring that the performance management process is completed in a timely manner for unclassified administrative and professional employees within the division or area.

 

Performance Management Process Components

There are three (3) components to the Performance Management Process:

  1. Position Description:  The position description describes the duties and responsibilities of the position as well as the competencies (knowledge, skills, abilities) and other characteristics that will be used to assess employee performance during the review period.  Position descriptions are found on GUS.

    To access position descriptions:

  • Employees can access the Official Position Description for their position through GUS (login to GUS, then access "Payroll and Personnel Information," then "Electronic Position Descriptions").

  • Supervisors can access position descriptions for employees in their department through the "Payroll and Personnel Information" site in GUS (login to GUS, then access "Payroll and Personnel Information," click on the position number, then click on "Attachments") or through the GUS Position Inventory (login to GUS, then access "Hiring Process," click on the position number link, then click on "Attachments").

  1. Goals and Objectives: Supervisors and employees may establish position-specific or professional goals and objectives throughout the rating period.  Goals and objectives may be short-term or long-term.  Goals and objectives may be assessed throughout the review period and progress on meeting goals and objectives is considered in determining the overall rating for the review period.  Supervisors and employees may use the form available on HRS Forms On-Line or may develop a different form that better meets the department's needs.  Goals and objectives and other documents used in the performance review are uploaded to the Performance Review in GUS during the review period and/or at the end of the review period.

  1. Performance Review:  The Performance Review Form is the formal document used to assess the employee's performance during the rating period.  It is completed electronically in GUS. 

Performance Review Period

The review period for unclassified, administrative and professional employees, starts with the first day of the pay period in the new fiscal year in June or the appointment date, whichever is later.  The review period will end on the last day of the pay period of the fiscal year or the appointment end date, whichever is later.

Fiscal Year

First day of the Pay Period - Review Period Start Date

Last day of the Pay Period - Review Period End Date

FY 2012

6/12/2011

6/9/2012

FY 2013

6/10/2012

6/8/2013

FY 2014

6/9/2013

6/4/2014

FY 2015

6/8/2014

6/6/2015

A supervisor may request a special review period for a shorter length of time by notifying HRS.

Overview of the Process:

  1. At the beginning of each review period the supervisor and employee meet to:

    1. Review the employee's position description, including the duties and responsibilities of the position and the connection of how the position supports the unit's strategic plan. Use the instructions, above, under Performance Management Process Components, Position Description, to access the position description.

    2. If the position description needs to be updated, follow the instructions on the Position Description form for uploading the revised form to GUS and routing a paper copy for signatures.  The review should include a discussion on the connection of the position's duties and responsibilities to the unit's strategic plan.  The employee and supervisor have access to the position description in GUS.

    3. Review the performance factors in the Performance Review Form which will be used to assess the employee at the end of the review period. Note that the Form is used only for informational purposes. The actual review will be completed electronically in GUS.

    4. Establish position-specific or professional goals and objectives, if needed, for the review period. Supervisors and employees may use the HRS form found on HRS Forms On-line or may develop a different form. Goals and objectives are uploaded to the Performance Review in GUS during the review period and/or at the end of the review period.

    5. To upload Goals and Objectives, login to GUS, then access "Payroll and Personnel Information," then "Unclassified Electronic Performance Reviews."

  1. During the review period, the supervisor should provide regular feedback to the employee on work performance.  Goals and objectives should be reviewed in a timely manner, and new goals and objectives may be set during the review period provided that there is at least 30 days before the end of the review period.

  1. At the end of the review period, the supervisor:

    1. Asks the employee to provide input for the review period, such as accomplishments or achievements and progress towards meeting goals and objectives. Employee input is optional but strongly encouraged. The employee will upload these documents to the Performance Review in GUS.

    2. Assesses the goals and objectives that were set during the review period and not yet completed. The updated goals and objectives forms are uploaded to the Performance Review in GUS. To upload, login to GUS, then access "Payroll and Personnel Information," then "Unclassified Performance Reviews."

    3. Solicit feedback from others, as appropriate (e.g. 360 degree feedback). Upload these documents to GUS following the instructions, above.

    4. Completes the Performance Review Form in GUS by rating each performance factor and adding comments where appropriate. Behavioral examples are required for a rating of "Needs Improvement" or "Unsatisfactory." Supervisors are encouraged to provide examples when the employee "Exceeds Expectations."

    5. Determines an overall performance rating for the review period considering the employee's accomplishments and achievements, progress towards goals and objectives, feedback from others, if used and ratings of the performance factors.

    6. Adds comments in the "Supervisor's Comments" section and submits the Performance Review.

    7. Meets with the employee to discuss the performance review.

  1. The employee:

    1. Adds comments to the Performance Review Form, if desired. The employee has five (5) working days after being presented with the review to add comments.
      Note that the employee may request a further review of their performance review by the next level PSU supervisor.  To request further review, the employee must provide a written request to HRS within ten (10) working days after the date the review is presented.  The next level PSU supervisor must complete the second review within twenty (20) working days of the request.

  1. A new review period begins and the supervisor starts with Step 1, above.